Step By Step CC&R Setup

Understanding the processes and procedures to set up

Enforcing Covenants, Conditions, and Restrictions plays an important roll in maintaining any community. With the CC&R Enforcement module, architectural requests and covenant violations can be easily recorded and monitored. This can be a key way to maintain curb appeal in your association(s).

In this article I will go step by step through the procedures to set up the CC&R module. Along the way, I will discuss a number of ways in which you can streamline your process to enable you to take full advantage of this powerful module.

CC&R Control Info

We will begin by taking a look at the end. Control Info, while the last tab in the module, should be the first place you go to define how you are going to manage your community with the software. The key here is to allow the software to do as much of the work as possible.

Reminder Tab

Pending Requests: Pending Requests are typically Architectural Change Requests. Here you can define the procedures that the system will follow when architectural requests are made.
For example, if your community's policy is to let the homeowner know of the approval status of a request within thirty days of receipt of the request, you should check the first check box, and set the respond by date to 30 days after the create date.

If you wish to be notified when a response is due for pending requests, check "Show pending" reminder when entering the CC&R module. You can set the number of days in advance of the due date that you wish to be alerted. The reminder screen pops up upon entering the CC&R module.

Next Inspection: The Next Inspect Date is when a property manager would typically need to re-inspect a violation. The Next Action Date is when the next action step defined on a particular CC&R code should take place.

First, you need to determine if you are going to have the Next Inspect Date be the same as the Next Action Date. This is generally the best choice, but check in the association's governing documents, as this requirement is usually defined there.

If you wish to be notified when an inspection is due, check "Show next inspect" reminder when entering the CC&R module. You can set the number of days in advance of the due date that you wish to be alerted.

Other Settings

The second tab in the CC&R Control Info provides several important options:

The Violation Action Method defines how action dates are computed.

• Choosing to compute the "Action Dates based on 'Create Date'" will allow you to stair step your action days. e.g. The First Action would be performed on the create date (Zero days) from the creation of the record, Second Action 14 days from the creation of the record, Third Action 28 days from the creation of the record. This would continue through the 10 action steps.)
  
  Be aware that computing action days from the create date can cause actions to run out of sequence if not set up correctly. For example, if action one is set to 1 day, action two is set to 10 days, and action three is set to 5 days, the actions will be run in a 1, 3, 2 order.
  
• Choosing to compute the "Action dates based on 'Last Action Date'" will cause actions to be performed a set number of days after the date of the last action, regardless of the age of the violation or request.
  
  e.g. The First Action would be performed on the create date (Zero days), Second Action 14 days after the first action, Third Action 14 days after the second action...

Often managers choose the first option, as it is similar to an aging function. However it is entirely up to your personal preference. You should make sure that you remember which option you have chosen though, since there is a big differential between 30 days from the original violation date and 30 days from the last warning letter.

You may also choose to "Lock the 'GENERAL' CCR Codes". When you define your individual codes you have the option of 'User Defined' action steps or 'General' action steps. As a rule, the General steps will be what you use for most violation codes. By checking this box you can keep someone from inadvertently changing the 'General' action steps.

Note: Do not check this box until you have set up your General Action table in at least one CC&R code. Checking this option prior to setting up an action table will prevent you from entering action steps into your general action table!

Finally, define a CCR Charge Code for administering fines. If you do not assign a specific charge code for fines, the system will use charge code "03", which is also used in the collections module to charge administrative fees. It is wise to have a separate charge code established to keep fines separated from administrative fees.

If you are with a company managing multiple communities, you should look at these processes and determine how you can standardize procedures across all your communities to maintain consistency and prevent mistakes due to confusion.

The easiest way to do this is to use the Copy Settings feature from the CC&R control screen. This will allow you to define the settings as you want them in one community, and then duplicate that setup across your entire portfolio, realizing a gain in productivity and efficiency.

CC&R Codes

Before you jump in and start entering codes, I recommend that you review your governing documents and identify those items that are violations. Layout the violation process steps, including which steps would get fines applied to a homeowner. Define the different letters that you will use for each step.

When you define CC&R codes you have several options available to help streamline the overall process. We will start with the actual three-character CCR Code. This code is alphanumeric, which provides a virtually unlimited combination of possible codes. You should try to keep the codes as simple as possible so they are easy to remember and relate to the actual violation (i.e. A garbage violation may have a code of "GBG".) It helps to create one standard set of violation codes that you use for all of your communities. (See sidebar for a sample set of standard codes.)

The CC&R Code Description is 50 characters in length and should be used to briefly describe the type of violation.

In the Cite CCR Article field you should store the actual article or rule supporting this violation type. This field has a merge code in Form Letter to print on the letters; therefore you do not need to include it in the detailed description field.

If your governing documents are in an electronic format, you can simply copy and paste the article information into this field.

The next area, Default CCR, has two fields that can be very beneficial when applying a violation to a homeowner. Check the box next to CCR Records to define the defaults. The first field "Detailed Description" can be thought of as a generic description of the violation (i.e. We noticed garbage present on your property.)

The second field "Action Needed To Resolve Violations" can be thought of as a generic action the homeowner needs to take to resolve the violation. (i.e. "Please remove the garbage from your property.")

This default text will automatically be displayed in these fields each time a record is created under the CCR Code. You will be able to edit the default text if you wish to personalize it to the specific situation, but this default text will save data entry time for most violations.

If you use The TOPS Mobile PDA, you should also check the box next to "Hand Held Organizers". Entering in default values for the codes will prevent you from having to enter a lot of text using the tiny screen keyboard on your handheld device.

Defining the Action Steps

There are currently 10 action steps per CC&R code available. This is where you will define the progression of steps to be taken if a violation does not get resolved.

• After ? Days – This is the number of days from either the create date or the last action date based on the option you selected in the "Other" Tab of the Control Info screen. Typically the first action step would have 0 (Zero) days, this way the first action will be ready immediately. Action steps 2 – 10 would increase based on the option you selected in the "Control Info" screen.
• Admin Fees – This is the amount of a fine to be applied to a homeowner should the violation go unresolved (or processing fee for architectural requests). Note that you may set an Admin Fee for each action step. This fee will be applied to the owner's balance using the charge code set up in the Control Info. So if you fine $25 if the homeowner does not handle a violation within 14 days, and $50 if it is not handled within 28 days, each amount will be applied when the appropriate action step is taken.
• Violation Action – This is where you describe the action to be taken (i.e. "Send Courtesy Letter"). This should be a description that will make sense to anyone that would view one of the reports or view the violations online.
• Notice Template – This is where you assign a Form Letter (created in the Form Letter program) to the action step. As an example if the first action is to send a Courtesy letter then the letter you would assign should be courtesy letter.

Note that if you have not yet created a letter, you can always save the CC&R code with what you have done so far, go to Owner, Form Letter to create the letter, and then return to add the letter to the CC&R code once the letter has been created.

If you are with a company managing multiple communities, you should look at your CC&R Codes setup and determine how you can standardize procedures across all your communities. The easiest way to do this is to use the Copy Codes feature from the CC&R control screen. This will allow you to define the standard CC&R Codes as you want them in one community, and then duplicate that setup across your portfolio.

Using the information we have discussed here, you should now be able to analyze your current processes and set up the CC&R module properly, across your entire portfolio. I think you will see an immediate benefit to your new streamlined violation and architectural procedures.

by David Black, TOPS Software Corproate Trainer

Our Support Technicians are always happy to help you with all your support needs. You can contact TOPS Support Department at (800) 899-5689, or e-mail to support@212software.com.